A student is required to be enrolled at the time of submitting a thesis. This means that if the candidate does not submit their thesis by the end of that semester for which they are enrolled, they will be required to (1) enrol for the next semester and (2) pay the full fees for that semester. It will not be possible for the thesis to be accepted for examination until this is done. Note that candidates can request the Revenue Management Office to allow part-payment of a semester if a firm submission date is planned that is partly into a semester. For example if the candidate knows they will submit in February, they can apply to the Fees Office to only be invoiced for January and February. The application must be supported by the primary supervisor.
If the thesis is submitted before the end of a semester, the candidate will receive a pro-rata fees refund for that portion of that semester that remains after they have submitted. For example, if a candidate submits on 30 April, they will receive a pro-rata refund based on the two months (May and June) that remain of the first semester. In other words, the clock stops as soon as the thesis is submitted.
The pro-rata refund will be calculated based on full months only. This means that if the thesis is submitted on say 16 April, the calculation date will be considered as 30 April and the candidate will receive a pro-rata refund based on the two months that remain after 30 April.
Please note that if candidates have a student loan, the pro-rata fees refund will be made direct to StudyLink.
Other Important information
It is also important that candidates are aware of the following
- Full-time candidates enrolled for the first semester only should remember that the maximum number of weeks that StudyLink allows for them to receive a student allowance is 20 weeks per semester. If a candidate suspects that they will not submit their thesis during the semester they are enrolled for, it would be advisable if they were to enrol for the entire year to ensure continuity of their student allowance. Candidates should remember that they will receive a pro rata fees refund for any portion of the year that remains after they have submitted their thesis.
- There is a minimum enrolment level for PhD candidates, namely at least 2.5 full-time equivalent years. Pro-rata fees refunds will only apply if this minimum enrolment level has been reached.
- Candidates are required to be continuously enrolled for the entire period of their candidacy. However, a candidate may apply to defer (i.e withdraw temporarily) from their studies for a short period due to personal reasons beyond their control. The appropriate approval should be sought in advance (where possible) from the Graduate Research Committee, through the candidate's Head of Department, Dean (if applicable) and Pro-Vice-Chancellor (see Changes to PhD Details).
- An approved period of withdrawal will mean that the candidate will be credited at a future date with the pro-rata fees for that period. For example, if the candidate is away for three months, then they will be credited with three months' fees.
- The fees of new candidates enrolling for the first time will be calculated on a pro-rata basis, also based on full months only. For example, a candidate starting on 10 October will be charged fees calculated from 1 October until the end of the year, namely three months.
- Candidates may apply for a refund of the Student Services Fee on a pro-rata basis provided that their thesis has been submitted. Candidates who receive a refund will be required to surrender their University ID Card at the time of application.
- University regulations require a PhD candidate to be enrolled at the time of submitting a thesis.